Office & Facilities Manager

2 weeks ago

Cape Town, Western Cape, South Africa Tracking Talent: a WilsonHCG Company Full time

A Cape-Town based Fund Manager is looking for a dynamic Office Manager who is service-orientated, a self-starter with a proven level of expertise in the coordination, planning and execution of operational and facilities responsibilities to lead the full office management.

The role will report to the Operations Manager and further support the Shared Services teams based in Cape Town.

Qualifications & Experience:

  • 3+ years' experience as an Office Manager within the financial services industry
  • Ability to plan, manage workload and juggle multiple priorities.
  • Ability to work comfortably in an open, fast paced environment.
  • Comfortable learning new systems & have a good understanding of IT support knowledge.
  • Travel booking experience.
  • MS Office proficient, Outlook, Excel, Word and PowerPoint
  • Project/process management

Duties & Responsibilities:

Facilities and Office Management

  • Coordinate with landlord with respect to all landlord provided services.
  • Ensure day to day office facilities run efficiently, queries and tasks are managed timeously & effectively.
  • Point of contact for general day to day employee & supplier queries
  • Maintain the service contracts and preferred suppliers list for all equipment/suppliers.
  • Procure and maintain all general office related & pantry requirements adhering to policy.
  • Manage building & IT insurance and renewals for Cape Town.
  • Manage the cleaning service.
  • Accountable for health and safety protocol for the office i.e., maintaining and updating office health & safety guidelines, risk assessments, organize training, fire evacuation procedures etc.
  • Ensure that proper administration support processes are in place and effectively managed.
  • Accountable for business continuity protocol in Cape Town.
  • Manage all building and office communication to staff.
Operations/Administration

  • Manage onboarding / offboarding of all staff in the Cape Town office, (including office procedures, health & safety, building access, parking arrangements & IT equipment)
  • Processing of supplier invoices within budget for approval through the company's online expense management system
  • Assist with implementation of local procedures which are in place for the office.
  • Manage the carbon footprint process & analysis for the Cape Town office.
  • Participate in and manage ad hoc projects from time to time.
IT

  • Conduit for all IT matters including being the point person for the company's IT service partner.
  • Provide first level support for all general staff IT hardware, VC, system access queries.
  • Procure IT equipment and supplies as required.
  • Manage IT inventory.
Travel Management

  • Manage all aspects of local & international travel for Cape Town based Exco members in accordance with policy & processes using online booking platform.
  • Make logístical arrangements for visitors as required.
  • Back up to travel administrators as required.
Executive Assistance

  • Highlevel support to the company's Exco members based in Cape Town.
  • Reconciliation of credit cards through the company's online expense management system.
  • Arrange couriers & other printing materials as required.
Events

  • Coordinate various internal events, celebrations arranging all logistics to achieve a successful event, this includes catering, sourcing gifts etc.

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